New York does not require a notary seal or stamp. Under Executive Law § 137, the notary must print, type, or stamp beneath the signature in black ink: the notary’s name, “Notary Public State of New York,” the county of original qualification, and the commission expiration date.
If you want a stamp that prints this required New York block in black ink, you can order a New York notary stamp here.
If a certificate of official character is filed in another county, the block must also include “Certificate filed [county name] County.” A notary who qualified or filed in a New York City county must also add their official number in black ink. The venue of the act and the notary’s signature are required as well. A voluntary stamp is simply a reliable way to apply the required block.
Required Identifying Information
In addition to the venue of the act and the notary’s signature, New York law requires the following to be printed, typewritten, or stamped in black ink beneath the signature:
- Name: The notary’s name exactly as it appears on the commission.
- Title: The words “Notary Public State of New York.”
- County of Qualification: The name of the county where the notary originally qualified.
- Commission Expiration Date: The date the notary’s commission expires.
- Certificate Filed Clause: If the notary has filed a certificate of official character in another county, the words “Certificate filed [county name] County.” must also appear.
- New York City Official Number: A notary who qualified or filed a certificate of official character in the office of the clerk in a county within New York City must also affix their official number or numbers in black ink, plus the City Register number when one has been assigned and the instrument will be recorded with the City Register.
This printed or stamped block of information fulfills the purpose of a traditional seal and ensures that the notary’s authority is transparent and verifiable.
New York Requirements at a Glance
| Item | Required? | What to use |
|---|---|---|
| Notary seal or stamp | No | Optional. A stamp may be used to apply the required statement. |
| Signature | Yes | Sign the name under which the notary was appointed. |
| Venue of the act | Yes | In addition to the signature and the printed block. |
| Printed, typed or stamped statement, in black ink, beneath the signature | Yes | Name; “Notary Public State of New York”; county of original qualification; commission expiration date. |
| “Certificate filed [county name] County.” | Yes, if a certificate of official character is filed in another county | Exact statutory clause. |
| Official number(s) | Yes, if the notary qualified or filed in a New York City county | Clerk-assigned official number in black ink; also the City Register number when one was assigned and the instrument will be recorded there. |
| Size or shape of a stamp | Not specified | No statutory size or shape. Keep the text legible on a photocopy. |
| Embosser | Not required, and not a substitute | May be used in addition to, not instead of, the black-ink statement. |
| Journal / records | Yes, for all notaries since January 25, 2023 | Keep a contemporaneous journal (identity type and the other required fields) for at least 10 years. |
Legal Foundation and Purpose of the Rule
New York’s notary rules focus on clear and traceable identification rather than a physical seal impression. As the state puts it: “The laws of the State of New York do not require the use of seals by notaries public.”
The printed or stamped identifying information beneath the signature is required to ensure the legitimacy and traceability of every notarization. It enables courts, government offices, and members of the public to verify the notary’s authority promptly.
The law also states: “No official act of such notary public shall be held invalid on account of the failure to comply with these provisions.” That does not make the rules optional. A notary public who willfully fails to comply with these provisions is subject to disciplinary action by the Secretary of State.
Why the Printed Block Matters
The identifying block beneath the signature performs the same function as a seal. It provides proof that the notarial act was executed by an authorized New York notary, confirms the notary’s jurisdiction, and helps prevent fraud. The identifying block ensures that each notarization can be traced back to the correct notary, protecting both the signer and the receiving party.
Optional Use of Notary Stamps or Seals
Although New York does not require a seal, many notaries voluntarily use one for consistency, professionalism, and clarity. A self-inking or pre-inked rubber stamp helps notaries apply the legally required identifying information uniformly and quickly.
Using a notary stamp is especially useful when documents are sent to other states or agencies that require a visible seal. However, the stamp must contain all required identifying details; a seal alone does not replace the legally required printed or stamped information.
Embossers and Digital Options
An embosser may be used in addition to, not instead of, the required black-ink statement. On its own, an embossed impression does not meet that requirement.
When performing an electronic notarial act, the required statement may be affixed electronically. Notaries must register their capability to perform electronic notarial acts with the Department of State before performing them, and the same identifying information required for paper notarizations must appear on the electronic record.
Design and Format Guidelines for Stamps
If a New York notary chooses to use a rubber stamp, the stamp must print the required statement in black ink. Beyond that, New York law does not set a stamp size or shape, so the points below are professional recommendations, not legal requirements.
The identifying information must be printed in black ink, and it should be legible and large enough to be read clearly on photocopies or scans. The goal is to make every notarization easily verifiable and present a professional appearance.
Best Design Recommendations
- Shape and Size: New York does not specify a size or shape. A rectangular stamp (approximately one inch by two and a half inches) provides sufficient room for all required details.
- Ink Color: Black ink is required by law for the printed, typed, or stamped statement. This is a legal requirement, not a design choice.
- Clarity: The text should be sharp and readable to avoid rejection by recorders or agencies.
- Durability: A self-inking stamp is preferred for precision and long-lasting performance.
- Layout: Keep information neatly organized and avoid logos or decorative fonts that could obscure key details.
These recommendations align with common practices among professional notaries and enhance the appearance and reliability of notarized documents.
Why Accurate Identification Matters
Even without a mandatory seal, the identifying information beneath a notary’s signature is the core of every notarization in New York. This information authenticates the notary’s authority, ensures that the notarial act was lawfully performed, and protects against fraud or forgery.
Accurate and complete identification also prevents issues when documents are filed with agencies or used in other states. Because many jurisdictions still expect a visible seal, including a voluntary stamp, can reduce the risk of rejection or administrative delays.
A clearly printed identifying block not only meets legal requirements but also reinforces confidence in the validity of the notarized document.
Maintaining Compliance and Professional Standards
Maintaining compliance as a New York notary involves more than simply knowing the legal requirements. Each notary should ensure accuracy, consistency, and professionalism in every notarization they perform.
New York law requires that identifying information be printed in black ink beneath the signature. The notary’s commission information must be up to date and match exactly what appears on the notary’s certificate of appointment. Consistent formatting ensures that notarizations are clear, verifiable, and accepted across various institutions.
Since January 25, 2023, all New York notaries, including those who only notarize in person, must keep a journal of their notarial acts, including the type of identification used, and retain it for at least 10 years.
Best Practices for Compliance:
- Verify all commission details before notarizing any document.
- Use black ink for all printed or stamped information.
- Keep a journal of each notarial act for at least 10 years.
- Avoid decorative or unclear seals that reduce readability.
- Ensure consistency between all notarizations for a professional appearance.
The Historical and Modern Evolution of Notary Identification
The use of seals dates back centuries as a means of confirming authenticity and authority. Over time, New York transitioned away from mandatory seal impressions in favor of legible printed information. This approach emphasizes practicality and legal transparency.
As technology advanced, New York continued its modern approach by introducing electronic notarization, which uses secure digital identification and verification methods. Electronic notaries must register with the Department of State and use technology that meets Department of State standards.
This evolution demonstrates New York’s emphasis on both tradition and innovation, ensuring that notarizations remain reliable, verifiable, and accessible in both physical and digital environments.
Upholding Integrity and Clarity in Every Notarization
While New York does not legally require a notary seal, the identifying block of information remains the foundation of the notary’s authority. Proper presentation and accuracy ensure that notarized documents are valid, trusted, and easily verifiable.
By focusing on clear, legible information and adhering to professional standards, notaries strengthen public confidence in the authenticity of their work. Whether using a printed block alone or supplementing it with a high-quality stamp, the goal remains the same: to uphold the integrity, reliability, and transparency of every notarization performed in the State of New York.
Frequently Asked Questions
Does New York require a notary stamp or seal?
No. New York law does not require notaries to use seals. What the law does require is the notary’s signature, the venue, and the required statement in black ink beneath the signature. A stamp is optional and may be used to apply that statement.
Can I notarize in New York without a stamp?
Yes. You still have to sign, include the venue, and print, type, or stamp the required statement in black ink beneath the signature.
What wording has to appear under my signature?
The notary’s name, the words “Notary Public State of New York,” the county of original qualification, and the commission expiration date, in black ink. If a certificate of official character is filed in another county, add “Certificate filed [county name] County.”
Do I need a commission number on my New York stamp?
Not as a statewide rule. If you qualified or filed a certificate of official character in a New York City county, you must also affix the clerk’s official number in black ink, and the City Register number when one has been assigned and the instrument will be recorded with the City Register.
What color ink does a New York notary have to use for the required statement?
Black ink, as required by New York law. That requirement is for the printed, typed, or stamped statement (and, where it applies, the NYC official number). It is not a “design tip.”
Does an embosser replace the printed statement?
No. The required information has to appear in black ink. An embosser can be used in addition to that statement, not instead of it.
Do New York notaries have to keep a journal?
Yes. Since January 25, 2023, all New York notaries, including those who only notarize in person, must keep a journal of their notarial acts, including the type of identification used, and retain it for at least 10 years.
Sources: New York Executive Law § 137 and the NYS Department of State Notary Public License Law booklet.